May 22, 2020

Re-opening your office with Pronestor’s 6 steps

Helping you adapt to the "new normal" with our workplace management software

1600X900 Guide Woman With Pencil Using Laptop

The COVID-19 pandemic and its aftermath has changed not only our ways of working but also the office landscape and the way we work. 

As you begin to re-open your offices, the health and safety of your employees should be your number one priority, but you also need to ensure that your office and your organization is prepared for a new work culture - one where we interact and collaborate in new ways.

To help you navigate the return to the office, we have put together a resue package consisting of workplace management solutions in Pronestor's product suite that support your organization and your employees during your re-opening phase.


With our product suite, we can help you to:

  • Adjust the capacity of your meeting facilities, facilitating social distancing in meetings
  • Inform visitors about your new guidelines before your meeting and upon registration of their arrival
  • Reduce touch contact on meeting room displays and self-registration screens in the reception
  • Ensure social distancing and employees’ compliance with capacity rules via workstation reservations
  • Organize cleaning procedures to meet the new hygiene standards
  • Order delivery of lunch and/or catering directly to your departments to avoid employees gathering unnecessarily and in large numbers

Step 1: Adjust meeting room capacity

Encourage social distancing by downsizing your meeting room capacity
meeting scheduler software

One of the consequences of the pandemic is that we need to keep a much greater distance than what we have been used to previously. This also applies to meeting facilities.

We have previously been used to gathering groups of people in meeting rooms for the duration of a meeting, but in order to avoid overcrowding in one room and maintain social distancing, organizations need to manage meeting room capacity.

With Pronestor's Planner, you can easily adjust a meeting room's capacity and ensure that it is not exceeded. 

This solution helps you to:

  1. Adjust the capacity of your meeting rooms, turning e.g. a six-person meeting room into a three-person meeting room
  2. Notify users if they exceed the capacity, however without preventing them from booking the selected meeting room
  3. Insert your guidelines in the booking flow, informing your users directly in their meeting planning

Step 2: Inform your guests about your new guidelines

New rules for external guests at your location - notify them in advance
meeting room booking systems

Even though virtual meetings have become our 'new normal' during quarantine, physical meetings will gradually be introduced to our everyday working life again once offices re-open.

External meetings will also gradually resume, requiring guidelines for how to welcome guests to the office.

To ensure both your and your guests' safety, we recommend that you inform your guests about your new guidelines the day before your meeting.

Our Visitor Boarding Card solution, which is a part of our Visitor solution, helps you do exactly that easily and professionally. 

This solution helps you to:

  1. Inform guests of your new guidelines before and during meetings
  2. Choose whether guests must consent to your new guidelines whilst giving their consent to your GDPR policy and NDA as they register themselves
  3. Set the time and place of the meeting
  4. Integrate with Google Maps so guests can easily find your location

Step 3: Reduce touch contact 

Ensure a safe workspace with reduced touch contact in your meeting rooms and on your self-registration screens
room schedule software

Reducing touch and contact across the organization is a challenge of its own - but an important one to address to ensure that both employees and guests feel safe coming into your office.

To support you in specific contexts and to ensure a safe working environment, two of the solutions in our product suite can help you:

  1. Pronestor Display for your meeting room screens
  2. Pronestor Visitor for self-registration of your guests

With Pronestor's Display solution you can equip your meeting rooms with screens to allow for people to see if a meeting room is occupied. This way unnecessary touching of door handles etc. is avoided. When booking a meeting room, we recommend you book it directly from your calendar to avoid interacting with meeting room screens. 

Pronestor's Visitor solution allows guests to quickly and easily check in with minimal to no contact with surfaces and receptionists using our Visitor Boarding Card. It issues a QR code, which the guest is required to scan in order to register his/her arrival. As a host, you are immediately notified of your guest's arrival and your meeting can begin.

Step 4: Ensure employees’ compliance with capacity rules via workstation reservations

Control the number of people in the office with desk management

room scheduler software

Making employees feel comfortable and safe upon their return to the office is key in the re-opening phase.  The newest solution in our product suite helps you achieve exactly that.

With Pronestor's Workspace, organizations can restrict the number of people allowed in the office in order to comply with capacity restrictions and safety regulations. Employees can then book a desk from home, making sure that when they come into the office, a desk is available for them.

This solution helps you to:

  1. Ensure there are only a limited number of desks available for booking, hence complying with the permitted employee capacity
  2. Ensure social distancing between your desks by only making every other desk available
  3. Help employees to secure a desk for the coming day, thereby avoiding travel during rush hour
  4. Encourage collaboration as employees can book a desk near colleagues with whom they work closely together

Step 5: Organize cleaning procedures

Ensure clean meeting facilities by entering buffer time between meetings
meeting room booking

As your office gradually re-opens, physical meetings will increase in number, requiring immediate attention to hygiene which has become more important than ever before.

Many organizations have put in place new cleaning produres so that employees can feel safe coming into the office and using the meeting facilities.

Pronestor's Planner helps you facilitate a responsible use of your meeting facilities, as you can enter buffer time between meetings, allowing time for cleaning and sanitation before and after meetings without running the risk of meeting overlaps.

This solution helps you to:

  1. Ensure that the meeting room can be cleaned and sanitized before and after a meeting has been held
  2. Ensure that the cleaning staff can access a report of daily meetings in order for these rooms to be cleaned in accordance with the new cleaning procedures
  3. Add your hygiene guidelines in the notification e-mail to employees when they book a meeting room

Step 6: Book lunch for pick-up or delivery at selected pick-up spots

Organize a COVID-19 compliant setup for lunch to avoid overcrowding in the canteen
meeting schedule software

Complying with hygiene standards and managing social distancing in the canteen, a high-traffic area where many people are gathered at the same time and with many contact surfaces, is particularly challenging in these times. 

Many organizations have re-designed their lunch setup and instead converted into a system where employees pick up your lunch in the canteen or at selected pick-up spots.

Pronestor's Planner helps you organize a COVID-19 compliant lunch setup depending on your needs and requirements. 

This solution allows you to:

  1. Specify the number of employees in the office the day before, hereby informing the kitchen of the number of covers for the next day
  2. Specify whether you would like lunch delivered to your department and specifically where the food should be delivered
  3. Ensure that when your office opens up for external meetings, you can also book catering for these meetings and arrange for it to be delivered
  4. Just as for cleaning in between meetings, the buffer time option allows your kitchen to have your catering prepared and served before the meeting begins and cleared out before the next is about to begin 

Ready to make the most of your workplace?